Reports to: Director of Professional Learning and Technology
The Program and Office Assistant will ensure all successful execution for in-person, hybrid, and virtual events. Additionally, the Program and Office Assistant will ensure that the “virtual” office runs smoothly and effectively by implementing office systems to support the goals of the team. The Program and Office Assistant is the first point of contact for the office and executes excellent customer service to all stakeholders.
PRINCIPAL DUTIES AND RESPONSIBILITIES
Program Assistant
Work with the Director of Professional Learning & Technology to successfully implement all events organized by ADVIS.
Assist in all aspects of programming, which will include duties such as initial planning, creating promotional emails, online-event pages, and registration options for each event, ordering meals and refreshments, ensuring availability of needed supplies, creating event rosters and name tags, reconciling rosters post-event, ensuring all technology and logistical needs of speakers, uploading event presentations to the ADVIS website, ensure ADVIS social media is updated regarding events, ensure online calendar of events is accurate, issue post-event surveys and provide results to relevant ADVIS staff.
Communicate with on-site contact in advance of events regarding logistics and with event attendees pre-event regarding program logistics, and track and compile data about program attendees and other program-related data.
Support the execution of all professional development and ADVIS-sponsored programs
Anticipate and procure materials needed for upcoming events
Other duties as assigned and as needed
Office Assistant
Monitor the needs of supplies, such as but not limited to, new stationery, appliances, and electronics as required.
Answer ADVIS telephone calls and emails from customers and clients, and direct them to relevant staff.
Organize and oversee staff meetings and retreat agendas to ensure appropriate follow-up and completion of items.
Pick up and deliver mail as appropriate. Serves as the liaison for the accountant services by providing invoices, reconciliation information, checks, etc.
Deposit checks and write checks as required
Other duties as assigned and as needed
Requirements:
Bachelor’s Degree
Must be passionate and curious to learn new technologies to best perform work needed
Must be able to work in a fast-paced environment with demonstrated ability to handle and prioritize multiple tasks and demands and to seek supervisory assistance as appropriate.
The successful individual must be able and willing to take direction, possess strong customer service skills, and have the ability to communicate effectively and professionally to supervisors, peers, member and non-member schools, speakers, and vendors.
The successful individual must be able to work efficiently and with accuracy, have the ability to maintain confidential information, exercise good judgment, make accurate and timely decisions, and be able to prioritize tasks.
Founded in 1981, the Association of Delaware Valley Independent Schools (ADVIS) is a nonprofit organization representing 130 highly acclaimed independent private schools in eastern Pennsylvania, southern New Jersey, and Delaware. ADVIS' mission is to support and strengthen the administrative and financial activities of member independent schools by providing high quality professional development for administrators and trustees; to encourage and facilitate cooperative efforts and collaboration among member schools; and to promote and advocate independent education and our member schools within our region, and beyond.
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